Administrative Assistant (ADMINISTRATIVE SPECIALIST III)

State of Maryland - Department of Disabilities • Full-time • Baltimore, MD, US • $51.58k - $79.67k / year • 3d ago

Introduction

Telecommunications Access of Maryland (TAM)

TAM provides equipment and services for Marylanders who have difficulty using a telephone. TAM administers both Maryland Relay, the free public service that allows people who are unable to use a standard telephone to make and receive calls; and the Maryland Accessible Telecommunications (MAT) program, which distributes State-provided assistive telecommunications equipment to qualified applicants.

This Position is eligible for Telework.

GRADE

LOCATION OF POSITION

MDOD - 301 W. Preston St.

Baltimore, MD 21201

Main Purpose of Job

This position provides front-line reception and administrative support to the Telecommunications Access of Maryland (TAM) team, ensuring smooth day-to-day office operations and a positive experience for constituents, visitors, and staff. The incumbent serves as the first point of contact for callers and walk-in visitors, supports meeting and office logistics, and maintains an organized, accessible, and welcoming office environment. The position also assists with data, records, and special projects including planning and coordinating TAMs relocation to a new office space in support of TAM’ s mission to provide accessible telecommunications equipment and services to Maryland residents with disabilities.

POSITION DUTIES

Office Operations and Support:
- Arrange parking for visitors to the office as needed.
- Maintain a visitor log and coordinate with building security or building reception as required.
- Monitor and distribute incoming mail and packages; prepare outgoing mail as required.
- Pack and ship equipment and devices for staff and constituents.
- Maintain office supplies and place orders as needed to ensure adequate inventory.
- Coordinate routine office maintenance requests (e.g., copier or printer repair, janitorial issues) and track
completion.
- Maintain the break room and ensure cleanliness and organization of shared spaces and communal areas.

Receptionist and Constituent Contact Responsibilities:
- Serve as the first point of contact for callers and walk-in visitors, answering questions or directing
them to appropriate staff or resources.
- Greet visitors and constituents in person, ensure they sign in (if applicable), and notify the
appropriate staff member of their arrival.
- Respond to inquiries received through TAMs general phone line and email account and refer them
to appropriate staff or external resources, as needed.
- Assist constituents with basic troubleshooting of devices or services over the phone.
- Log and track constituent interactions (calls, emails, walk-ins) as directed, using TAM databases or
tracking tools.
Meeting and Scheduling Support:
- Reserve conference rooms and coordinate logistics for internal meetings (in-person and virtual).
- Assist with scheduling internal meetings at the request of TAM staff (e.g., identifying available
times, sending calendar invitations).
- Set up meeting spaces, including A/V equipment, printed materials, name tents, and refreshments,
as applicable.
- Start and monitor virtual meetings (Zoom/Teams), including sharing links with attendees and
providing basic troubleshooting support.

Administrative Support:
- Assist with data entry and filing of documents to maintain organized electronic and paper records.
- Provide general administrative support for the TAM team, including preparing routine
correspondence, simple spreadsheets, and basic reports as directed.
- Serve as back-up for Communication Facilitator (CF) scheduling when needed, following
established procedures to receive requests, coordinate with CF schedulers, and communicate with
constituents.
- Support planning and execution of TAMs relocation to a new office space, including assisting with
inventories, packing coordination, space setup tasks, and related logistics.

MINIMUM QUALIFICATIONS

Education: Graduation from an accredited high school or possession of a high school equivalency certificate.

Experience: Two years of experience performing administrative staff, clerical, clerical technical, or secretarial work.

Notes:

1. Candidates may substitute 30 college credit hours from an accredited college or university for each year of the required experience.

2. Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer involving staff work requiring regular use of independent judgment and analysis in applying and interpreting rules and regulations in accordance with agency laws and policies on a year-for-year basis for the required experience.

DESIRED OR PREFERRED QUALIFICATIONS

Preference will be given to applicants who possess the following preferred qualification(s):

American Sign Language knowledge is preferable for greeting individuals who are Deaf and take video calls from them.

One (1) year of experience performing work involving tasks such as answering phones, greeting visitors, scheduling, data entry, filing, or processing mail.

Experience coordinating meetings (in-person or virtual), including scheduling, sending calendar invites, and arranging basic logistics.

Basic proficiency with standard office software, including Microsoft Office (Word, Excel, Outlook) and Google Workspace (Docs, Sheets, Gmail, Calendar).

Ability to organize and prioritize multiple tasks, follow instructions, and meet deadlines with general supervision.

Ability to communicate clearly and professionally with callers, visitors, and staff verbally, in writing, and in American Sign Language.

Experience working in a State or local government office, or familiarity with State government administrative or procurement processes.

Experience working with or providing services to people with disabilities, or demonstrated awareness of accessibility and disability-related issues.

LICENSES, REGISTRATIONS AND CERTIFICATIONS

Employees in this classification may be assigned duties which require the operation of a motor vehicle. Employees assigned such duties will be required to possess a motor vehicle operator’s license valid in the State of Maryland.

SELECTION PROCESS

Please make sure that you provide sufficient information on your application to show that you meet the qualifications for this recruitment. All information concerning your qualifications must be submitted by the closing date. We will not consider information submitted after this date. Successful candidates will be ranked as Best Qualified, Better Qualified, or Qualified and placed on the eligible (employment) list for at least one year.

EXAMINATION PROCESS

The assessment may consist of a rating of your education, training, and experience related to the requirements of the position. It is important that you provide complete and accurate information on your application. Please report all experience and education that is related to this position.

BENEFITS

STATE OF MARYLAND BENEFITS

FURTHER INSTRUCTIONS

Online applications are highly recommended. However, if you are unable to apply online, the paper application and supplemental questionnaire may be submitted to: Department of Budget and Management, Recruitment and Examination Division, 301 W. Preston St., Baltimore, MD 21201. Paper application materials must be received in our office by the closing date for the recruitment. No postmarks will be accepted.

For questions regarding this recruitment, please contact the DBM Recruitment and Examination Division at Application.Help@maryland.gov or 410-767-4850, MD TTY Relay Service 1-800-735-2258.

We thank our Veterans for their service to our country.

People with disabilities and bilingual candidates are encouraged to apply.

As an equal opportunity employer, Maryland is committed to recruitment, retaining and promoting employees who are reflective of the State's diversity.

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